Payslips
Generate, view, download, and reprint payslips for all pay types. Each pay type has its own generation method suited to its cycle.
How Payslip Generation Works
When you generate a payslip, the system:
- Determines the clocking window — the pay period shifted back by the arrears offset (see below).
- Totals the hours worked within that window, broken down by weekday, Saturday, Sunday, and holiday.
- Multiplies each category by the applicable rate.
- Adds any allowances and subtracts any deductions from Pay Components.
- Calculates PAYE (income tax) and UIF.
- Applies any loan repayments or store credit deductions from Staff Credit.
- Adds any pending leave cashout for the year.
- Saves the payslip and marks the period as paid.
The arrears offset (set in Settings) shifts the clocking window back relative to the nominal pay period. With a 4-day offset, a period ending on the 30th uses clockings up to the 26th. This gives you time to review and correct clockings before running payroll. The offset applies to all pay types except Monthly Fixed.
Generating Payslips by Pay Type
Monthly & Monthly Fixed
Use the Generate Monthly Payslips button. Select the year and month, then click Generate. The system creates one payslip per eligible employee. It skips employees who already have a payslip for that period.
Monthly Fixed employees require every expected working day to be accounted for (clocking or absence record) before their payslip can be generated. If any days are missing, those employees are listed under Skipped — Missing Days. Resolve them on the Absent Days page and regenerate.
Weekly
Use the Generate Weekly Payslips section. Select the first day of the week you want to pay. The date you choose becomes day 1 of a 7-day period — so for a standard Monday-to-Sunday week, always pick a Monday. The field defaults to last Monday as a convenience. Whatever date you choose, the arrears offset shifts the clocking window back by the configured number of days (see Payment in Arrears above), so a 4-day offset on a Monday-to-Sunday period means the system counts clockings from the previous Thursday through to Wednesday.
Bi-weekly
Select the year, month, and period half (1 or 2). Period 1 runs from the first start day to the day before Period 2 starts. Period 2 runs from the second start day to the day before Period 1 of the following month. Start days are set per employee, department, or globally in Settings.
Daily
Use the Generate Daily Payslips date range tool. Enter a from-date and to-date. The system generates one payslip per day for each daily employee who clocked in on that day. Days with no clocking are skipped. With a 4-day arrears offset, generating for 1–8 May means each daily payslip is dated 1–8 May but the hours are drawn from clockings on 27 April–4 May respectively — the payslip period and the clocking window are offset by the same number of days.
Casual & Piece Work (On-Demand)
These are generated individually, not in bulk:
- Casual — select the employee and define the period manually on the Payslips page. Clockings within that period are used, shifted back by the arrears offset as usual.
- Piece Work — navigate to the Piece Work Log and generate from there once entries are entered for the period. The arrears offset also applies to the piece work entry lookup — the system searches for entries dated offset days before the period dates you choose, so if you enter entries by their actual work date, pick a nominal period that accounts for this shift.
Zero-Earning Payslips
If an employee has no earnings in a period (no clockings, no fixed salary), the system records a zero payslip — R0 gross with no deductions. Outstanding loan balances remain on the ledger and will be deducted the following period when earnings are present. Nothing is lost or written off.
Viewing & Filtering Payslips
The payslip list can be filtered by employee, department, and date range. Each payslip shows the period, gross pay, deductions, PAYE, UIF, and net pay. Loan repayments and store credit deductions appear as separate line items.
Downloading Payslips as PDF
Select one or more payslips using the checkboxes and click Download PDF. A single PDF is generated with one payslip per page — ideal for batch printing or keeping as a payroll record. The PDF includes your company logo and brand colour (configured in Settings). To email a payslip to an individual employee, select only their payslip before downloading so you get a clean single-page PDF.
Payslips cannot be edited directly — they are immutable once generated. If you need to correct a figure, fix the underlying data first (correct the clocking, the pay component, or the absence record) and then regenerate the payslip. Regenerating updates the existing record rather than creating a duplicate. However, if a leave cashout was already marked as paid on the original payslip, regenerating will not re-include it. Check the leave cashout records if something looks wrong after a regeneration.
PAYE & UIF
Income tax (PAYE) is calculated using the 2026/27 South African tax brackets, adjusted for the employee's age. UIF is 1% employee + 1% employer, capped at R177.12 each per period. Both can be toggled and configured in Settings.
Leave Cashout on Payslips
When an employee's leave balance is cashed out at year-end (or by policy), the cashout amount is added to their next payslip automatically as a named line item. Once included on a payslip, the cashout is marked as paid and will not appear again.
Emergency Callout Premium
When an employee clocks in on a day that falls within an approved leave period, the emergency callout rate configured in Settings is applied to those hours. The base pay for the hours is already included — only the premium above the base rate (e.g. the extra 50% for time-and-a-half) is added. This appears in the payslip notes.